Lovely Professional University

Modern web programming tools and techniques-2

(CAP- 421)
Topic:- Admission Management System

Submitted TO: Mrs. Navdeep Dept. CA

Submitted By: Prabjot Singh Class: BCA-MCA Roll No. 25 Reg. No. 3010060025

Contents
Contents.................................................................................................................2 Goals .....................................................................................................................3 Objectives of the Proposed System: .....................................................................3 Model for the Web site:..........................................................................................4 Abbreviations .....................................................................................................5 Benefits of the system ...........................................................................................6 Features ................................................................................................................ 7 Design and Implementation Constraints ...............................................................8 Supplementary Requirements ..........................................................................13

Introduction to the topic:
Student admissions are a vital part of any university’s running because students are what keep a University alive. The student admission is one of the most important activities within a university as one cannot survive without students. A poor admissions site can mean fewer students being admitted into a university because of mistakes or an overly slow response time, in-attractive interface or by some other reasons. The process begins with a potential student completing an application form through the Universities and Colleges Admissions Service, the first step for students is to apply directly to the university through a custom online form. The next step is for the Admissions service centred has to review the application and ensure that all of the required information has been provided, from the form itself to the supplementary documentation, such as language and degree certificates. If any of the required information is missing, it is the

secretary for the department to which the application concerns that contacts the potential student and arranges for the delivery of the outstanding data. The application in its entirety is then forwarded, complete with a recommendation, to the respective department’s Before making a decision, the Admissions Tutor reviews the application and the additional documentation, comparing the academic credentials to a list of university rankings and previous, similar applications.

Scope :
This web site aim is to automate the system, pre-checking the inclusion of all required material and automatically ranking each student’s application based on a number of criteria online. These criteria include the ranking of their university, their grade at said university and their language grade Certificate. The data used by the web site is stored in a database that will be the centre of all information held about students and the base for the remainder of the process after the initial application has been made. This enables things to be simplified and considerably quickened, making the jobs of the people involved easier. It supports the current process but centralizes it and makes it possible for decisions to be made earlier and easier way.

Goals
The main goal of the site is to automate the process carried out in the organization with improved performance and realize the vision of paperless admission. Some of the goals of the system are listed below: 1. Manage large number of student details.
2. Manage all details of student who registered for the course and send appropriate

details about the course to the students account.
3. View all the details of the students online. 4. Manage the details of students who are applicant for hostellers and facilitate the

allotment of hostels rooms for the students. Reduce the work load in interview the students for selection and Counselling should be very effective rather than direct methods. 5. Activities like updating, modification, deletion of records should be easier.

Objectives of the Proposed System:

1. The aim of the proposed site is to address the limitations of the current system. The requirements for the site have been gathered from the defects recorded in the past and also based on the feedback from students and administration of previous metrics tools. Following are the objectives of the proposed system: 2. Reach to geographically scattered students. One of the important objectives of the admission system is communicate with all the students scattered geographically through internet.
3. Reducing time in activities. Reduce the time taken process the applications of

students, admitting a student, conducting the online examination, verify student marks, and send call letters to selected students manually. 4. Centralized data handling. Transfer the data smoothly to all the departments involved and handle the data centralized way. 5. Paperless admission with reduced manpower. Reduce the manpower needed to perform all the admission and administration task by reducing the paper works needed. 6. Cost cutting. Reduce the cost involved in the admission process. 7. Operational efficiency. Improve the operational efficiency by improving the quality of the process.

Model for the Web site:

Abbreviations  Verification: Student verifies the marks they scored in the online entrance exam conducted by the university.  Counseling: University conduct the online Counseling to admit the students in the respective Courses.  Course Catalog: Course Catalog contains all the details about the course and schedule of the course. It is generated by the Superior Persons like Register in the university.  Maintenance: Student information’s are maintained in a separate Log for maintenance.  Registration: To participate in the entrance exam conducted by the University, the student must provide all the details about him. This process is called Registration.

 Deletion: If the course not like by most of the students and less number of applications are getter from the students means the Course details is temporarily stopped by the administrator.  Student Log: Student information’s are maintained in a separate log for future reference and retrieved for any contacting Purpose.  HTML: Hyper Text Markup Language is a markup language used to design static web pages.  EJB: Enterprise Java Beans.  HTTP: Hypertext Transfer Protocol is a transaction oriented client/server protocol between web browser & a Web Server.

Benefits of the system
As with most real world activities, there are numerous benefits to using a software system for university admissions. The most apparent to this project is the unification of the entire process. Another benefit of a software system is the use of a central database. This database is the basis for all actions in the system and can be trivially updated and used to aid in all of the system’s processes, meaning all of the required information is stored in one central location and thus is easily accessible. This is a far more reasonable storage method than a paperbased file system, where the time of traveling to and physically searching the records for the required information could be a burden. Human error could also be a factor in that mistakes could be made in the filing process which would not occur in a well written database system and mistakes or changes on physical records can be messy to correct. Software systems are also much faster at performing certain tasks than humans, meaning that time can be saved performing processes such as sending communication e-mails, creating recommendations and the comparison of applications. This also means that these tasks can be done solely by the system, freeing up those involved to perform

more important tasks. In the long term, if methods or minor details concerning the admissions process at universities changes, this can be reflected in potentially minor changes to the code of the system, to retrain employees rather than having regarding the new practices.

Features
Some of the features are identified for the software. They are listed below:  View Course Information’s: The student must able log as student and see all details about course without any constraints.  Apply for Course: The student can able download the application form or register for the course online.  Verification of Marks: The system must allow the student verify marks through online.  Advanced Enquiry support: Enable the students to ask and clear doubts.  Online Counselling: The administrator can able to send the call letters for the short listed candidates, if the student notable contact directly respective authorized persons, than the system must facilitate the online Counseling.  Report Generation: The system supports generation of reports based on different criteria.

 Record maintenance: The system also must keep track the statistical reports of daily activities of the Student Registration Process.  Online Examination: Enable the student to write the exams through online in effective way compare with paper based process.

Design and Implementation Constraints
Some of the design and implementation constraints identified are listed below:  Student is not allowed to register for more than three courses.  Student not has any rights to edit any data in the system.  Student pays the application fees in VPP or DD or MO to register for Course.  Online Payment facility may be restricted if the university not want this facility for some reasons.  This system is not support distributed database Facility.  System is limited to HTTP/HTTPS Protocols.

Student View Functionality:
 Registration and Login System: Applicants will carry out their own registration, providing the system with a way to associate a user to their application(s). This will enable the system to display personalized information when the user logs in and certain information, such as name and address, to be added to each application automatically. Giving each student a specific ID will also allow a user to apply to a number of courses, while giving the system a way to prevent unnecessary duplication of applications.  Application System: The application process will be as straightforward as possible, using an intuitive form layout, with the necessary information being

completed in stages. When regarding supplementary documentation, such as degree transcripts, these could be uploaded through the form in digital format, upon which it will be saved to the database and associated with the application, being accessible by both the admissions office staff and tutors.  Update Details: Applicants, admissions staff and tutors will all have the ability to update their personal details at any time. Applicants, however, will also be able to update their application details. After the user has confirmed the update, an e-mail is dispatched with the original and new details as confirmation. The only time an application will be locked for editing will be when it has been submitted to a tutor for review, after which point the application will no longer be accessible by the user.

Admissions View Functionality:
 Create New Application: Registering is not something admissions office staff or tutors will be required to complete. These accounts will be created by the admissions office to prevent unauthorized users obtaining global access, with the login information being given to the appropriate user.  Create Application: For the sake of keeping the system centralized and accessible, should an application be received by post, the admissions office staff would enter the details into a specialized application form. This form is very much like the student view application form, however none of the information is automatically filled in and an account is automatically created for the user.  View Submitted Applications: Viewing all of the recently submitted applications is something the admissions office will do on a regular basis. A list of all the submitted applications, oldest to newest to prevent some applications remaining unread, will be viewable, each of which expandable to view the entire

details. This list will be a set size, for example the last two days, but this value will be variable to enable more or fewer applications to be displayed.  Generate Emails: For most users, who apply through the website, communication can be handled most effectively by e-mails. These will be less formal than the documents created by the system, but nonetheless will convey the same information. The admissions office staff will select the type of communication required, based on templates, and include any additional required information and the system will automatically send the e-mail to the correct user.  Generate Documents: For those users who apply by post, communication cannot be carried out through emails and instead formal documents must be created including all of the required information to be posted back to the applicant. This function of the system will generate a number of such documents ranging from acceptance letters to letters regarding missing information.  View Logs: Whenever an action has been completed, a time stamped log should be created by the system, detailing the action completed and the user who performed it for reference purposes. These logs should be viewable by the admissions office staff and by default should display the logs for the past two hours. Supplementary Requirements
Immediate

Feedback: The System must try to answer all the queries of the

students and it should provide immediate feedback after getting any request from the students. The system must provide the illusion to the students that, they are contact the real peoples for process the Admission task.

 Reduce the Cost of Admission Process: The main aim of the System is to reduce the cost needed for Admission Process, so it automatically reduces the manual power needed to perform the entire task and improve the quality of the work.  Increase the Quality of the Process: The System facilitates the work of the universities and the same time it must reduce the work load of the organization with expected quality. Quality in the sense, the system try to avoid the mistakes that are usually happen during the Admission Process because names of the students sometimes missed in the selected list and call letters for the students also not send properly to the qualified students.  Make the Interface Simple as Possible: The System must provide the simple and easy interface for beginners and also provide facilities for technical peoples who are using the system. The interface must be simple as possible.  Reduced Time: To perform any task time is one of the important factors to consider. If the system not utilize properly time, than the entire aim of system is fails and the system is fails to reach its goal. So time take to process all these activities should be less but the output should be effective.  Make the System as Global Unit: The System must provide facilities to tie up with any other existing system and transformation of messages between that other existing system should be not depend upon any other server architecture and any other platform.

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